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Privacy Policy

Objective

Edmonton Meals on Wheels (“EMOW”, “we”, “our” or “us”) is committed to protecting the privacy and confidentiality of personal information in accordance with Alberta’s Personal Information Protection Act (PIPA). This Privacy Policy explains how we collect, use, disclose, and safeguard personal information about our volunteers, clients, donors, and employees, in any form whether oral, electronic or written.

Definitions

Personal Information: Means information about an identifiable individual, such as name, address, email, phone number, date of birth, donation amount, or employment history. It does not include business contact information used for work-related communication.

Clients: Individuals who receive, or applies to receive, EMOW’s services or other persons authorized by law acting on their behalf.

Donors: Individuals who contribute money, goods or services to support EMOW’s mission.

Employees: Individuals employed by EMOW in a full-time, part-time, temporary or contract positions.

Volunteers: Individuals who offer their time or services to EMOW activities, without receiving financial compensation.

Accountability

We are responsible for all personal information under our control and have appointed the Executive Director as the Privacy Officer to ensure compliance with PIPA. Contact the Executive Director of Edmonton Meals on Wheels at:

11111 – 103 Ave NW 

Edmonton, AB T5K 2P1 

email: adam.zawadiuk@emow.ca Telephone: 780 429 2020

Purposes of Collection

For Donors: Data collection will be used for the following purposes

  • Processing and receipting donations. 
  • Issuing charitable tax receipts.
  • Communication about campaigns, events and impact.
  • Maintaining accurate donor records.

 

For Volunteers: Data collection will be used for the following purposes

  • Managing volunteer applications and placements.
  • Communicating about schedules, training, and events.
  • Ensuring health, safety, and security.

 

For Clients: Data collection will be used for the following purposes

  • Assessing eligibility for and providing services or support.
  • Maintaining accurate service
  • Communicating regarding programs, outcomes, and follow-up.

 

For Employees: Data collection will be used for the following purposes

  • Recruitment, payroll, benefits, and performance.
  • Meeting legal and employment obligations.
  • Maintaining workplace safety and security.

 

We will identify the purpose before or at the time of collection.

Consent

We collect, use, and disclose personal information with your knowledge and consent, except where otherwise permitted or required by law.

Consent may be express (e.g., written or verbal agreement) or implied (e.g., providing information voluntarily).

You may withdraw consent at any time, subject to legal or contractual restrictions, by contacting us. We will explain any implications of such withdrawal as we may not be able to provide certain services.

Cookies

The EMOW website uses cookies within visiting browsers to enable the functions of the website, including tracking performance. Specifically, cookies are used to preserve and/or end expiring visitor sessions (e.g., ending a session after a period of inactivity or preserving data between steps of a process). Cookies are used anonymously and without storing Personally Identifiable Information. 

Visitors to the EMOW website who wish to opt-out of cookie usage should review the user documentation for their selected browser to determine how to decline cookies, with the understanding that this may have a negative impact on their EMOW site activity and performance.

Limiting Collection

We collect only the minimum amount of personal information necessary to fulfill identified purposes. Collection methods may include forms, online submissions, telephone calls, or in-person interactions.

Limiting Use, Disclosure, and Retention

Personal information will only be used or disclosed for the purposes identified at the time of collection, unless you consent to another use or disclosure, or the law requires it.

We retain personal information only as long as necessary to fulfill the purposes for which it was collected and to comply with legal obligations. We use appropriate security measures when destroying personal information, including shredding paper records and removing identifying information from electronic records for clients after 2 years of inactivity or termination. Electronic records for donors are retained for a minimum of 3 years after solicitation.

Google Analytics

EMOW uses Google Analytics to track performance, utilizing persistent cookies to track visitor sessions, multiple sessions, and referral sources. In compliance with Google Analytics Terms of Service, no Personally Identifiable Information is passed to Google Analytics.

Links to Other Websites

The EMOW website may contain links to other websites. If the decision is made to follow a link, please note that EMOW does not have control over privacy policies on other sites. However, EMOW will take all

necessary steps to ensure that partners with links on our website are reputable and responsible organizations with their own Privacy policies and procedures in place. With this understanding, EMOW cannot be held responsible for any information shared while visiting a third-party website.

Accuracy

We make reasonable efforts to ensure personal information is accurate and complete for the purposes for which it is used. Individuals may request corrections to their information at any time.

Safeguards

We protect personal information using physical, organizational, and technological safeguards appropriate to the sensitivity of the information, such as:

·         Restricted access to records.

·         Secure electronic databases and password protection.

·         Staff and volunteer training on privacy and confidentiality.

 

We make every reasonable effort to prevent any loss, misuse, disclosure, or modification of personal information, as well as any unauthorized access to personal information.

Openness

This Privacy Policy is publicly available on our website and upon request. We are transparent about our privacy practices and happy to answer questions.

Individual Access

You have the right to:

  • Request access to your personal information.
  • Request correction of inaccurate or incomplete information.
  • Be informed of how your information has been used or disclosed.

 

Requests must be made in writing to the Executive Director as the Privacy Officer to ensure compliance with PIPA. We will then respond within the timeframes set out in PIPA.

Handling Inquiries and Complaints

If you have a question, concern, or complaint about how we handle your personal information, please contact us using the details above. If the matter is not
resolved, you may contact:

Office of the Information and Privacy Commissioner of Alberta (OIPC) 

Website: https://oipc.ab.ca

Phone: 780-422-6860 (Edmonton)

Changes to this Policy

We may update this Privacy Policy from time to time to reflect legal changes or organizational practices. The most recent version will always be available on our website. At the Annual General Meeting, the Board Chair shall report any breach of the Privacy Policy and the resolution thereof. If there are no breaches to report, the Board Chair shall make a declaration that Edmonton Meals on Wheels had adhered to and maintained the guidelines and standards of the Privacy Policy.